Agenda Document Pack - Moray Council - 15/04/2025
Moray Council · 15 April 2025
Back to Moray Council — 15 April 2025 and its agenda
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Moray Council Tuesday, 15 April 2025 NOTICE IS HEREBY GIVEN that a Special Meeting of the Moray Council is to be held at Council Chambers, Council Office, High Street, Elgin, IV30 1BX on Tuesday, 15 April 2025 at 14:00. BUSINESS 1. Sederunt 2. Declaration of Group Decisions and Members Interests * 3. Resolution Consider, and if so decide, adopt the following resolution: "That under Section 50A (4) and (5) of the Local Government (Scotland) Act 1973, as amended, the public and media representatives be excluded from the meeting for Items 6 and 7 of business on the grounds that it involves the likely disclosure of exempt information of the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act.” 4. Freedom of Moray Policy Report by the Chief Executive 5 - 10 5. Chief Officer and Service Manager Recruitment and Appointment Process Report by the Chief Executive 11 - 24 Page 1
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Item(s) which the Committee may wish to consider with the Press and Public excluded 6. Freedom of Moray [Para 6] • 6. Information relating to the financial or business affairs of any particular person(s); 7. Review of the Corporate Management Structure • 1. Information relating to staffing matters; Watching the Meeting You can watch the webcast live by going to: http://www.moray.gov.uk/moray_standard/page_43661.html Webcasts are available to view for 1 year following the meeting. You can also attend the meeting in person, if you wish to do so, please come to the High Street entrance door and a member of staff will be let into the building. Page 2
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GUIDANCE NOTES * Declaration of Group Decisions and Members Interests - The Chair of the meeting shall seek declarations from any individual or political group at the beginning of a meeting whether any prior decision has been reached on how the individual or members of the group will vote on any item(s) of business on the Agenda, and if so on which item(s). A prior decision shall be one that the individual or the group deems to be mandatory on the individual or the group members such that the individual or the group members will be subject to sanctions should they not vote in accordance with the prior decision. Any such prior decisions will be recorded in the Minute of the meeting. Page 3
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MORAY COUNCIL Moray Council SEDERUNT Councillor Kathleen Robertson (Chair) Councillor Donald Gatt (Depute Chair) Councillor James Allan (Member) Councillor Peter Bloomfield (Member) Councillor Neil Cameron (Member) Councillor Tracy Colyer (Member) Councillor Theresa Coull (Member) Councillor John Cowe (Member) Councillor John Divers (Member) Councillor Amber Dunbar (Member) Councillor Jérémie Fernandes (Member) Councillor David Gordon (Member) Councillor Juli Harris (Member) Councillor Sandy Keith (Member) Councillor Elaine Kirby (Member) Councillor Scott Lawrence (Member) Councillor Marc Macrae (Member) Councillor Paul McBain (Member) Councillor Neil McLennan (Member) Councillor Shona Morrison (Member) Councillor Bridget Mustard (Member) Councillor Derek Ross (Member) Councillor John Stuart (Member) Councillor Draeyk van der Horn (Member) Councillor Sonya Warren (Member) Councillor Ben Williams (Member) Clerk Name: Tracey Sutherland Clerk Telephone: 07971 879268 Clerk Email: committee.services@moray.gov.uk Page 4
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Report to: Moray Council Meeting Date: 15 April 2025 Report by: Chief Executive Report No: GSP014/25/KG/CO Author: Caroline O’Connor Contact Email: caroline.oconnor@moray.gov.uk Subject: Freedom of Moray Policy 1. PURPOSE ☒ For Decision ☐ For Information 1.1 The purpose of this report is to ask the Council to approve a Freedom of Moray Policy incorporating criteria to be met for consideration of an organisation or individual to be bestowed with the Honour of Freedom of Moray. 1.2 This report is submitted to Council in terms of Section II (25) of the Council’s Scheme of Administration relating to considering applications for granting the Freedom of Moray. 2. SUMMARY 2.1 Council is asked to approve a Policy incorporating criteria that requires to be met for consideration of an organisation or individual to be bestowed with the Honour of Freedom of Moray, agree a proposed update to the Councils policy document “Councillor Roles and Responsibilities” to include a responsibility under the role of the Council Leader in relation to nominations for future requests and agree to maintain a Register of those to who the Freedom of Moray has been granted. 3. RECOMMENDATIONS 3.1 It is recommended that Council: i) approve the draft Policy attached as Appendix 1; ii) agree the proposed update to the Councils policy document “Councillor Roles and Responsibilities” to include a responsibility under the role of the Council Leader (paragraph 5.5) as detailed in the bullet point at paragraph 5.2 of this report; Item 4. Page 5
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iii) agree an addition is made to the Council’s Scheme of Delegation to authorise the Democratic Services Manager to maintain a register of those to who the Freedom of Moray has been granted; and iv) agree up to 2 nominations per Council term is permitted, in terms of the Policy. Caroline O’Connor Committee Services Officer 4. BACKGROUND AND CONTEXT 4.1 Under Section 206 of the Local Government (Scotland) Act 1973, councils can confer the Freedom of the City, Burgh, or Area on: • Individuals (as honorary freemen or freewomen) • Bodies of persons (such as military units, voluntary organizations, or community groups) This means councils can recognise regiments, emergency services, charities, sports teams, or other organisations that have “rendered eminent service to their area”. 4.2 A two thirds majority vote is required for the decision. 4.3 The Council does not have a specific policy or procedures, beyond the terms of the legislation, for granting this special status. For previous appointments the Council Civic Leader/Leader has made a recommendation in consultation with the Chief Executive who has prepared a report for Moray Council to endorse the award. 5. PROPOSALS 5.1 It is proposed to approve a Freedom of Moray Policy (Appendix 1) incorporating criteria that requires to be met for consideration of an organisation or individual to be bestowed with the Honour of Freedom of Moray. 5.2 It is proposed to update the Councils policy document “Councillor Roles and Responsibilities” to include a responsibility under the role of the Council Leader, paragraph 5.5 as follows: • In consultation with the Civic Leader, Group Leaders and Chief Executive to nominate individuals, groups or uniformed services that have rendered eminent service to Moray to be granted the Freedom of Moray in terms of Section 206 of the Local Government etc (Scotland) Act 1973. This nomination shall be passed to the Head of Governance, Strategy and Performance with a request to prepare a report for Moray Council to approve the grant. 5.3 It is proposed the Democratic Services Manager be authorised to maintain a Register of those to who the Freedom of Moray has been granted and reference of this be added to the Council’s Scheme of Delegation. Item 4. Page 6
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5.4 It is proposed up to two nominations per Council term will be considered to be an appropriate level. 6. SUMMARY OF IMPLICATIONS 6.1 The table below shows whether risks and implications apply if the recommendations are agreed: SUBJECT YES NO Corporate Plan and 10 Year Plan (Local Outcome Improvement Plan) X Policy and Legal X Financial X Risk X Staffing X Best Value and Transformation X Property X Information Communications Technology/Digital X Equalities. Social Inclusion and Economic Impact X Climate Change and Biodiversity Impact X 6.2 Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) Improved Collaborative Leadership, as part of continuous improvement through Best Value, will better enable the Council to fulfil the ambitions set out in its strategic plans. a) Links to Council Corporate Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following Council Plan strategic priorities: ☐ Tackle Poverty and Inequality. ☐ Build Stronger Greener Vibrant Economy. ☐ Build Thriving, resilient, empowered Communities. b) Links to Local Outcomes Improvement Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following local Outcomes Improvement Plan priorities: ☐ Developing a diverse, inclusive, and sustainable economy ☐ Building a better future for our children and young people in Moray. ☐ Empowering and connecting communities. ☐ Improving wellbeing of our population 6.3 Policy and Legal In terms of Section 206 of the Local Government (Scotland) Act 1973 a local authority may, by resolution admit to the honorary freeman of their area persons of distinction and any persons who have rendered eminent service to their area. 6.4 Financial The cost of the production will be met in-house and the external cost for framing of a commemorative scroll is estimated at £80. Hospitality expenses in respect of the Civic Reception will be accommodated within existing resources. Item 4. Page 7
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One off Costs: Service Area Budget Budget Years Proposed Spend this Year Virement From Other Comments Chief Exec CE Budget Annually Recurring Costs: Service Area Budget With Effect From Annual Net Impact Virement From (if applicable) Other Comments 6.5 Risk None. 6.6 Staffing None. 6.7 Best Value and Transformation None. 6.8 Property None. 6.9 Information Communications/Technology/Digital None. 6.10 Equalities, Social Inclusion and Economic Impact None. 6.11 Climate Change and Biodiversity Impacts On the limited occasions when the Freedom of Moray would be exercised, the scale and impact would be marginal as regards to the right to march through Morays towns. 7. CONSULTATION 7.1 This report has been prepared in consultation with the Monitoring Officer, Chief Financial Officer, Council Leader, Civic Leader and Group Leaders and any comments made have been incorporated into the report. 8. BACKGROUND PAPERS 8.1 Councillor Roles and Responsibilities Item 4. Page 8
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APPENDIX 1 Freedom of Moray Moray Council will consider awarding the Freedom of Moray to persons, groups or uniformed services who have rendered eminent service to Moray. The criteria being individuals who have: - ➢ Given outstanding service, either in a public or private capacity, to the community of Moray over a considerable period of time. ➢ Provided exceptional service or made an exceptional contribution to:- ▪ Good, benevolent or charitable causes ▪ Academic, scientific or educational interests ▪ The arts, culture or sport ▪ Public service ▪ The military or other service on behalf of His Majesty ➢ Undertaken acts of heroism in Moray or in respect of Moray citizens ➢ Made an exceptional contribution to international peace or democracy, worthy of recognition on behalf of the people of Moray. The Honour to be bestowed on persons or groups will be to hold the ‘Freedom of Moray’. Formal approval from the Council is required by resolution, passed by not less than two- thirds of the members voting thereon at a meeting of Moray Council. The notice which specifies the proposed admission is added as an item of business to the agenda at a Full Council meeting. Before formal approval of the Council is sought, any nominations require to be discussed with the Civic Leader, Chief Executive and Group Leaders of the Council, on a confidential basis. Up to two nominations per Council term will be considered to be an appropriate level. A register will be kept listing the persons given the Freedom of Moray. If approved by the Council, the Freedom of Moray will be presented at a Civic reception for invited guests with the appropriate hospitality afforded at either an afternoon or evening reception. Item 4. Page 9
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Item 4. Page 10
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Report to: Moray Council Meeting Date: 15 April 2025 Report By: Chief Executive Report No: CE004/25/JWM/JWM Author: Karen Greaves BEM Contact: chiefexecutive@moray.gov.uk Subject: Chief Officer and Service Manager Recruitment and Appointment Process _____________________________________________________________________ 1. PURPOSE For Decision For Information 1.1 The purpose of this report is to recommend the introduction of a revised process for the appointment of Chief Officers and Service Managers, including membership of Recruitment Panels and selection procedures to be followed by the panels. 2. SUMMARY 2.1 Except for the appointment for the Council’s Chief Executive, the process for the recruitment and selection of Chief Officers and Service Managers has not been reviewed by the Council since 2019. The recruitment of the Chief Officer for Moray Integration Joint Board is the responsibility of the Integration Joint Board, and that appointment is dealt with separately and the relevant process was recently revised. 2.2 A review of the Council’s corporate management structure is currently being progressed, and the proposals are the subject of a separate report. There are new posts being proposed as part of the structural review with some Chief Officer posts currently filled on a temporary basis. Accordingly, it is prudent to review the current recruitment and selection policy for Chief Officer and Service Manager posts. 2.3 The post titles in this report correspond to both existing job titles and to those used in the Proposed Corporate Leadership Structure Report also scheduled for consideration at the Special Full Council meeting on the 15 April 2025. In addition, this report reflects the proposed change in title of the Corporate Management Team (CMT) to Corporate Leadership Team (CLT) and the Extended Corporate Management Team (CMT) to the Extended Corporate Leadership Team (ECLT) which is subject to approval. 2.4 The balance between strategy, leadership and operations changes significantly from the Chief Executive level down through the different senior management tiers and therefore as the level of operational content increases, a corresponding reduction in Item 5. Page 11
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Elected Member involvement in the recruitment and selection process is entirely appropriate. 2.5 The proposed representation on Recruitment Panels is shown in section 5.9 of this report and the proposed recruitment processes are shown in Appendix 1. 3. RECOMMENDATIONS 3.1. It is recommended that Council agrees: a) The composition of Recruitment Panels for the recruitment of the Chief Executive, Depute Chief Executive/Executive Director (Tier 1 posts), Head of Service (Tier 2 posts) and Service Manager post (Tier 3 posts), as set out in section 5.9 of this report, be approved; b) The proposed recruitment processes for the appointment of Chief Officers and Service Managers shown in Appendix 1 of this report be approved; c) The Council’s Recruitment and Selection Policy be amended to reflect the content of this report; and d) That the amendments proposed in this report will be incorporated into the report on the review of the Council’s Standing Orders and Scheme of Administration scheduled for approval on 21 May 2025. Karen Greaves BEM, Chief Executive (John W Mundell OBE, Interim Chief Executive) 4. BACKGROUND AND CONTEXT 4.1. It is for each Council to determine its own policy process for the recruitment of Chief Officers and Service Managers. Apart from the recruitment process for the Council’s Chief Executive, which was approved in September 2024, the Council last reviewed its processes for the recruitment of Chief Officers in 2019. 4.2. Although the Chief Officer, Moray Integration Joint Board reports jointly for line management purposes to the Council’s Chief Executive and the Chief Executive of NHS Grampian, the appointment is the responsibility of the Integration Joint Board and therefore the associated recruitment and selection process is not within the remit of this report. 4.3. The Council commissioned an external consultant to review the corporate management structure which is currently in progress with new posts proposed and in parallel as a temporary measure, some Chief Officer posts are currently filled on an interim basis. It is therefore appropriate and timely for the Council to review its policy and processes for the selection and recruitment of Chief Officers and Service Managers and move to what might be considered as a more progressive model for making senior management appointments. Item 5. Page 12
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4.4. It is generally accepted that where the Chief Executive has no input to the appointment of Chief Officer posts such as Depute Chief Executive/Executive Director (Tier 1 posts) or Heads of Service (Tier 2 posts) including certain posts for so-called Proper Officers (Chief Financial Officer, Chief Governance Officer (Monitoring Officer), Chief Social Work Officer), there is a risk that accountability of the Chief Executive could be diluted. This would be particularly true where an appointment was made of a candidate in which the Chief Executive did not have any confidence. Therefore, the Chief Executive should have input and influence in the recruitment and selection process and have a formal vote in the appointment decisions. 5. PROPOSALS 5.1. For a council the size of Moray Council, it is entirely appropriate for the Chief Executive, as the Head of Paid Service, to be appointed by all Members of the Council at the final stage of the recruitment process. The Council’s Chief Executive must be able to skilfully operate and command presence in Council. Therefore, it is important that the final stage of the Chief Executive recruitment process is a formal interview comprising a presentation to the full Council with a question-and-answer session. This is entirely consistent with the process approved in September 2024 for the recruitment of the Council’s new Chief Executive. 5.2. For the next level in the structure, the appointment of Depute Chief Executive/Executive Director (Tier 1) posts, it is less appropriate for the whole Council to be involved. However, it remains important that Elected Members participate in the final determination. It is proposed that, for each Depute Chief Executive/Executive Director (Tier 1) post, the final panel will comprise a maximum of six Members of the Council, including the Council Leader, the Chair and/or Vice Chair of the relevant Service Committee and the Chief Executive, all with equal voting rights. The Council Leader will Chair the Panel for the recruitment of Depute Chief Executive/Executive Director (Tier 1) posts. 5.3. At Head of Service level, there is a weaker case for Elected Member control. Whilst these posts have an emphasis on policy and strategy development, they have an increased proportional focus on operational delivery when compared with Depute Chief Executive/ Executive Director level posts. Aspects of policy and strategy development are clearly part of Chief Officer roles so appropriate Member involvement remains logical. Nevertheless, for Heads of Service posts, proportionately less Elected Member involvement is therefore more appropriate in recognition of the increased operational delivery elements for these second-tier roles. A smaller Recruitment Panel is also more appropriate. 5.4. Therefore, with respect to the Head of Service posts, the Recruitment Panel should comprise: • The Chief Executive (Panel Chair) • The Depute Chief Executive/Executive Director (Tier 1 post) or MIJB Chief Officer who is the line manager. Item 5. Page 13
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• One other Depute Chief Executive/Executive Director (Tier 1 post) as agreed by the Corporate Leadership Team (CLT) • The Chair and/or Vice Chair of the relevant Committee • The Group Leader of the main opposition Group • The Head of HR, ICT and OD/Head of corporate Strategy, People and Change • An External Advisor where it is deemed beneficial. In this case all panel members, except for the Head of HR, ICT and OD/Head of Corporate Strategy, People and Change and the External Advisor, will have a vote. The Chief Executive should have the casting vote. 5.5. For mainstream Council staff posts below Head of Service, all posts should be dealt with by senior management with no Member input. This reflects the fact that these posts are more operational and have little policy input and less committee involvement. This approach to the recruitment process would maintain a clearly defined boundary between governance and management. 5.6. Nevertheless, the current policy for Elected Member involvement in appointments to senior teaching posts will still apply. 5.7. In all cases, a Human Resources representative of an appropriate level of seniority will be in attendance to ensure that all recruitment is conducted in accordance with good practice. 5.8. Where Members have representation on Recruitment Panels, this should be in accordance with the principle of political balance and gender balance where practicable. 5.9. The table shown below summarises the Recruitment Panel membership proposals in this report: Table 1: Chief Officer and Service Manager Recruitment Panel Membership Level of Post Panel Chair Elected Member Panellists Officer Panellists Chief Executive Council Leader The Recruitment Panel for the preliminary stages of the process will be the Members of the Strategic Leadership Forum (SLF) and Chair of Corporate Committee. For the final interview and appointment decision, all other elected Members (Full Council) will be involved. Independent External Advisor. (Non-voting) Head HR, ICT and OD/Head of Corporate Strategy, People and Change. (Non-voting) Item 5. Page 14
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Depute Chief Executive/Exec utive Director (Tier 1 Posts) Council Leader Maximum of 6 Members comprising the Leader and 5 Members of Council, including Chair and/or Depute Chair of the relevant Service Committee and 3 other Members outwith the Administration Group. Chief Executive. (Voting) Independent External Advisor. (Non-voting) Head HR, ICT and OD/Head of Corporate Strategy, People and Change. (Non-voting) Heads of Service (Tier 2 Posts) Chief Executive Maximum of 3 Members comprising the Chair and/or Depute Chair of the relevant Service Committee plus the Group Leader of the main opposition Group. Chief Executive. (Voting) Depute Chief Executive/Executive Director (Tier 1 post) (Line Manager). (Voting) One other Depute Chief Executive/Executive Director (Tier 1 post) or MIJB Chief Officer selected by the Corporate Leadership Team. (Voting) Head HR, ICT and OD/Head of Corporate Strategy, People and Change. (Non-voting) Service Managers (Tier 3 Posts) Depute Chief Executive/Exec utive Director (Tier 1 Post) or MIJB Chief Officer No Depute Chief Executive/Executive Director (Tier 1 post) or MIJB Chief Officer. (Voting) Head of Service (Line Manager). (Voting) Senior HR Advisor. (Non-voting) 5.10. The Chief Executive will facilitate agreement with Elected Members on which Members will be make up the Recruitment Panels for each Depute Chief Executive/Executive Director (Tier 1) post and Head of Service (Tier 2) posts in compliance the membership shown in Table 1. Where necessary, collective agreement may be required for substitute Members where absence cannot be avoided. 5.11. For clarity, the Recruitment Panel is responsible for agreeing the arrangements for reviewing the information pack for candidates, approving the advertisement for the Item 5. Page 15
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post, and deciding on which candidates comply with the person specification and meet the criteria for interview. 5.12. In addition, the Recruitment Panel will have full delegated authority for all decisions relating to making a formal offer of appointment following reflection on all stages of the process including consideration of refences received on the suitability of candidates. 5.13. The proposed recruitment process for Chief Officers and Service Managers is shown in Appendix 1. 5.14. It is proposed that if the proposals contained in this report are approved, the Council’s Standing Orders and Scheme of Administration will be amended to reflect these changes and will be subject to consideration by the Council at its meeting on 21 May 2025. 6. SUMMARY OF IMPLICATIONS 6.1 The table below shows whether risks and implications apply if the recommendations are agreed: SUBJECT YES NO Corporate Plan and 10 Year Plan (Local Outcome Improvement Plan) x Policy and Legal x Financial x Risk x Staffing x Best Value and Transformation x Property x Information Communications Technology x Equalities and Social Inclusion and Economic Impact x Climate Change, Biodiversity and Sustainability x 6.2 Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP) Improved Collaborative Leadership, as part of continuous improvement through Best Value, will better enable the Council to fulfil the ambitions set out in its strategic plans. a) Links to Council Corporate Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following Council Plan strategic priorities: ☐Tackle Poverty and Inequality. ☐Build Stronger Greener Vibrant Economy. ☐Build Thriving, resilient, empowered Communities. b) Links to Local Outcomes Improvement Plan – The proposals in this report support and contribute to improved outcomes for communities as outlined in the following local Outcomes Improvement Plan priorities: ☐Developing a diverse, inclusive, and sustainable economy ☐Building a better future for our children and young people in Moray. Item 5. Page 16
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☐Empowering and connecting communities. ☐Improving wellbeing of our population 6.3 Policy and Legal The Council has a legal duty to deliver Best Value and to delivery of recommendations arising from any Best Value Assurance Reports and the recommendations in this report are designed to improve the governance, deliver more effective decision making and help improve scrutiny. There are no legal implications arising from this report. 6.4 Financial There is no central budget for recruitment and there may be additional associated costs for Chief Officer roles. The details of any potential one-off additional costs associated with the provision of external adviser and assessment centre support resulting from the corporate management structure report proposals will be identified and included in that report for formal consideration and approval in advance. Thereafter for future ad hoc recruitment requirements the costs will be incorporated into the normal vacancy/recruitment process and would be one-off/infrequent costs for each department (as per the current process). One off Costs: Service Area Budget Heading Budget Years Proposed Spend This Report Virement From Other Comments N/A Annually Recurring Costs: Service Area Budget Heading With Effect From Annual Net Impact Virement From (if applicable) Other Comments N/A 6.5 Risk Changes in personnel within Chief Officer and Service Manager roles carries an inherent risk of uncertainty and instability for the organisation and the workforce. It is best practice to have a planned and structured approach with contingency arrangements where appropriate should they be required to ensure clarity and stability for the organisation. The report on the Proposed Corporate Leadership Structure incorporates recommended action and a timetable to mitigate any risks for the current review. 6.6 Staffing The staffing implications are noted within the body of the report and the associated work will be accommodated within existing staff resources. 6.7 Best Value and Transformation The proposals in this report are designed to improve the effectiveness of the governance of the Council’s recruitment and selection processes for all Chief Officers and Service Managers. Item 5. Page 17
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6.8 Property None 6.9 Information Communications Technology None. 6.10 Equalities and Social Inclusion The proposals in this report are designed to comply with good practise in ensuring equalities and social inclusion. 6.11 Climate Change and Biodiversity Impacts There are no implications for environmental, climate change or biodiversity arising from this report. 7. CONSULTATION 7.1 This report has been prepared in consultation with the Council Leader, Strategic Leadership Forum, Chair of the Corporate Committee, the Corporate Management Team and the Head of HR, ICT and OD. 8. BACKGROUND PAPERS 8.1 Moray Council 25 September 2024, Senior Management Recruitment Update – Item 19 (confidential report and appendices) Item 5. Page 18
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Appendix 1 RECRUITMENT AND SELECTION OF CHIEF OFFICERS AND SERVICE MANAGERS 1.0 INTRODUCTION 1.1 With increased focus on delivering Best Value, corporate priorities, wider management remits and a focus on performance and outcomes, the recruitment of individuals who can operate at a strategic whole Council level and able to deliver the required results is increasingly important. This document sets out an approach that aims to deliver the best possible appointments to senior management positions within the Council. 2.0 PURPOSE 2.1 To provide an effective recruitment process for senior staff that is suited to Council needs and robust in terms of assessing against the whole job requirements. 3.0 SCOPE 3.1 This procedure shall apply for permanent appointments to the posts of Chief Executive, Depute Chief Executive/Executive Director (Tier 1), Heads of Service (Tier 2) and Service Manager (Tier 3) posts. 3.2 The process described in this policy is designed to take account of the changing balance between strategy, leadership and operations that alters from the Chief Executive level down through the different senior management tiers. Therefore, as the level of operational content increases, a corresponding reduction in Elected Member involvement in the recruitment and selection process is entirely appropriate. 3.3 At the discretion of the Chief Executive in consultation with the Council Leader and Strategic Leadership Forum, the procedures may be adapted as appropriate for temporary or acting appointments to Chief Officer posts. With respect to Service Manager posts, the Chief Executive in consultation with the Corporate Leadership Team (CLT), may adapt the procedures for temporary or acting appointments to suit the exigencies of the organisation. 4.0 RECRUITMENT PROCEDURES 4.1 The respective Recruitment Panels will lead the process throughout and are responsible for agreeing the arrangements for reviewing the information pack for candidates, approving the advertisement for the post, and following receipt of applications, deciding on which candidates comply with the person specification and meet the criteria for interview. 4.2 Short-leeting will normally result in no more than 6 to 8 candidates. Assessment Centre 4.3 The first stage of the selection procedure where appropriate, will make use of a range of assessment methods to assess the candidate’s suitability across the entire range of Item 5. Page 19
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the job requirements. The set of assessment methods used will aim to give candidates the opportunity to demonstrate their aptitudes across a range of exercises and to give a fair representation of all candidates. 4.4 This assessment will include an appropriate set of personality and aptitude tests, case studies, and management exercises undertaken by qualified practitioners (assessors) and designed for each recruitment exercise. Feedback on the assessments will be provided to the candidates by the assessors and to the Recruitment Panel. Recruitment Panel Interviews 4.5 The recruitment panel will undertake an interactive interview with each candidate. The interview will be structured to consistently explore candidates’ suitability to the role but to allow for discussion and probing relevant to each individual candidate. Formal Presentations to Recruitment Panels 4.6 Candidates will each give a presentation to the members of the Recruitment Panel and will answer questions related to the presentation. This part of the selection process aims to assess the candidates’ suitability in a formal setting. 4.7 In the case of the recruitment for the Chief Executive, a presentation will be given to full Council by candidates and to ensure the process is manageable, any questions will be asked in full Council by the Members of the Recruitment Panel. 4.8 The process for the recruitment of Chief Officers and Service Managers is detailed below. Chief Executive 4.9 For the Chief Executive role, the Recruitment Panel will be comprised of the Members of the Strategic Leadership Forum and the Chair of the Corporate Committee and will deal with the initial stages of the recruitment process for the Chief Executive. 4.10 However, for the final interview and appointment decision, all Members of the full Council will be involved. The Council Leader will chair the process, and a non-voting external adviser will be commissioned to provide independent support, organise executive search and to arrange the Assessment Centre. In addition, senior internal professional Human Resources advice will be provided. 4.11 There will be five stages to the recruitment and selection process for the Chief Executive as follows: 1) Advertisement of post following review by the Recruitment Panel of the recruitment pack, proposed advert, and timetable. 2) Following the end of the advertisement period, short listing of compliant applications received by the Recruitment Panel will take place with advice from the external adviser with support from senior internal professional Human Item 5. Page 20
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Resources adviser. 3) The Assessment Centre for the shortlisted candidates will be facilitated as described in paragraphs 4.3 and 4.4 by professional assessors for the shortlisted candidates. 4) A critical incident exercise and professional/technical interview by the Recruitment Panel will take place with advice from the external adviser, and with senior internal professional Human Resources advice. The Recruitment Panel will review the performance of each candidate and decide on those (if any) to be taken forward for interview in front of full Council for final interview. 5) A formal Interview will be undertaken in full Council including a presentation by candidates. Following completion of the full Council interviews, careful consideration of the professional/technical interview feedback and references received on all candidates up to this stage will be undertaken to enable Members to take an informed decision for the appointment of the most suitable candidate. The final decision will be based on a majority vote. Depute Chief Executive/Executive Director (Tier 1) Posts 4.12 For the Depute Chief Executive/Executive Director (Tier 1) posts, the Recruitment Panel will be made up of a maximum of six Elected Members of the Council comprising the Council Leader as Chair, the Chair and/or Vice Chair of the relevant Committee and three other Elected Members reflecting the political balance of the Council as far as practicable. The Chief Executive will form part of the Recruitment Panel as a full voting member. An external adviser will be commissioned to provide independent support including the arrangements for executive search and the Assessment Centre when required. In addition, senior internal professional Human Resources advice will be provided. 4.13 There will be four stages to the recruitment and selection process for Depute Chief Executive/Executive Director (Tier 1) posts as follows: 1) Advertisement of post following review by the Recruitment Panel of the recruitment pack, proposed advert, and timetable. 2) Following the end of the advertisement period, short listing of compliant applications received by the Recruitment Panel with advice from the external adviser and with senior internal professional Human Resources advice will be completed. 3) The Assessment Centre for the shortlisted candidates will be facilitated as described in paragraphs 4.3 and 4.4 by professional assessors for the shortlisted candidates. Item 5. Page 21
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4) A critical incident exercise, formal presentation, and professional/technical interview by the Recruitment Panel with advice from the external adviser and senior internal professional Human Resources in attendance will be undertaken. The Recruitment Panel will review the overall performance of each candidate including references received and decide on the most suitable candidate. If agreement on the appointment is not unanimous, the final decision will be based on a majority vote. Heads of Service (Tier 2) Posts 4.14 For the Heads of Service (Tier 2) roles, the Recruitment Panel will comprise of the Chief Executive as Chair, the Depute Chief Executive/Depute Chief Executive/Executive Director (Tier 1) post holder who will line manage the successful candidate, one other Depute Chief Executive/Depute Chief Executive/Executive Director (Tier 1) post or the MIJB Chief Officer selected by the Corporate Leadership Team, three Elected Members comprising the Chair and/or Vice Chair of the relevant Committee and the Group Leader of the main opposition Group. An external adviser will be commissioned to provide independent support including, where deemed necessary, arranging an executive search. In addition, senior internal professional Human Resources advice will be provided. 4.15 There will be three stages to the recruitment and selection process for Heads of Service (Tier 2) posts which will follow the same process used for Depute Chief Executive/Executive Director (Tier 1) posts as follows: 1) Advertisement of post following review by the Recruitment Panel of the recruitment pack, proposed advert, and timetable. 2) Following the end of the advertisement period, shortlisting of compliant applications received by the Recruitment Panel with advice from the external adviser and with senior internal professional Human Resources advice will be completed. 3) A critical incident exercise, presentation, and professional/technical interview by the Recruitment Panel with advice from the external adviser and senior internal professional Human Resources in attendance will be undertaken. The Recruitment Panel will review the overall performance of each candidate including references received and decide on the most suitable candidate. If agreement on the appointment is not unanimous, the final decision will be based on a majority vote. The Chief Executive will have the casting vote. Service Managers (Tier 3) Posts 4.16 For the Service Manager roles, the Recruitment Panel will not include Elected Members and will comprise of the Depute Chief Executive/Executive Director (Tier 1) post or MIJB Chief Officer who leads the Directorate that incorporates the role the candidate is being recruited to, one other Depute Chief Executive/Executive Director (Tier 1 post) or MIJB Chief Officer selected by the Corporate Leadership Team, and the Head of Service (Tier 2) who will line manage to post holder. In addition, senior internal professional Human Resources advice will be provided. Item 5. Page 22
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4.17 There will be three stages to the recruitment and selection process for Service Managers as follows: 1) Advertisement of post following review by the Recruitment Panel of the recruitment pack, proposed advert, and timetable. 2) Following the end of the advertisement period, shortlisting of compliant applications received by the Recruitment Panel with advice from the senior internal professional Human Resources adviser will be completed. 3) A critical incident exercise, formal presentation, and professional/technical interview by the Recruitment Panel with advice from the senior internal professional Human Resources advice will be undertaken. The Recruitment Panel will review the overall performance of each candidate including references received and decide on the most suitable candidate to appoint. Item 5. Page 23
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Item 5. Page 24